Agenda, decisions and draft minutes

To elect Chair for 2025 - 2026

DECISION:

⁠TO RE-ELECT CLLR. JULIE FALLON AS CHAIR FOR 2025-26

It was proposed and seconded to re-elect Councillor Julie Fallon as Chair for 2025/2026

RESOLVED:

TO RE-ELECT CLLR. JULIE FALLON AS CHAIR FOR 2025-2026

To elect Vice Chair for 2025 - 2026

DECISION:

⁠TO RE-ELECT CLLR. PHIL WYNN AS VICE CHAIR FOR 2025-26

It was proposed and seconded to re-elect Cllr. Phil Wynn as Vice-chair for 2025-2026

RESOLVED:

TO RE-ELECT CLLR. PHIL WYNN AS VICE-CHAIR FOR 2025-26

To receive any apologies for absence.

Apologies were received from Cllr. Julie Fallon (Conwy County Borough Council), Cllr. Dewi Jones (Cyngor Gwynedd), Claire Homard (Flintshire County Council) and Karen Evans (Wrexham County Borough Council

To receive any declaration of personal interest.

No declarations of personal interest were received from any members present.

To note any items that are a matter of urgency in the view of the Chairman for consideration.

None to note.

The Chair shall propose that the minutes of the previous meeting of this committee held 19^th February 2025 be signed as a true record.

The Chair signed the minutes of the previous meeting of this committee held on 19 February 2025, as a true record.

·       To consider and note the Revenue Income and Expenditure Account for 2024/25, which is an overspend of £523,065, to be financed by a contribution from the authorities.

·       To approve financial transfers of £221,310 from the underspend fund, and £312,547 from the Newly Qualified Teachers (NQT) fund to reduce GwE overspend in 2024/25.

·       To approve the final financial position for 2024/25, which is the basis of the GwE statutory financial statements for the year. They will be produced, certified and published by the host authority’s Finance Department within the statutory timeframe.

DECISION:

·        To note and accept GwE Joint Committee Revenue Income and Expenditure Account for 2024/25, an overspend of £523,065, to be funded via contributions from the authorities.

·        To approve financial transfers of £221,310 from the underspend fund, and £312,547 from the Newly Qualified Teachers (NQT) fund to reduce the GwE overspend in 2024/25.

·        To approve the final financial position for 2024/25, which will be the basis for GwE statutory financial statements for the year, to be produced, certified and published by the host authority's Finance Department within the statutory timescale.

A report by Cyngor Gwynedd Head of Finance was presented to update Joint Committee members on the latest financial review of GwE's budget for the 2024/25 financial year.

The Assistant Head of Finance - Accounting and Pensions (Cyngor Gwynedd) explained that the report elaborated on the end of year position 2024/25 for GwE. It was reported that the end of year position highlighted an overspend of £523K which was much lower than the anticipated overspend of £919K in the January review 2025.

Attention was drawn to the main issues:

Employees - following redundancy and pension cost considerations, the overspend was £962 thousand (January review figure had noted £1.1 million), however it was noted that the situation was still changing, and the figure was decreasing as posts were being offered to those staff outside of TUPE. It was reported that the Statement of Final Accounts would reflect the actual figure and consequently, additional contributions from the Councils.

Rent Costs and office termination costs - expenditure had risen to £121 thousand (£90 thousand in January) as a result of terminating office contracts; the costs of terminating the Bryn Eirias office contract were previously unknown. (Mold Office was another).

Transport - underspend of £19 thousand and as reported consistently with the previous trend, travelling expenses had increased since the last review.

Supplies and Services - overspend of £9 thousand. The usual contribution to the information technology upgrade fund had not been made therefore the overspend was less.

It was noted that the current financial situation took into consideration that an underspend fund of £221 thousand was being used in full to reduce the overspend. Attention was drawn to the Newly Qualified Teachers (NQT) fund which had accrued, noting that the fund would be emptied by using £143k thousand for newly qualified teachers, and the remaining £313 thousand used to reduce the overspend.

The end of year position would highlight a financial deficit of £523 thousand and although additional funding had not been expected for 2024/25, that the Finance Department following a request for additional funding for 2025/26, was awaiting formal confirmation from Welsh Government. It was added that, unless additional funding came from the Government, this would have to be funded by the individual Councils, which would be a maximum of £87 thousand per authority. (although redundancy costs were still decreasing, this contribution was likely to decrease with the picture becoming clearer by the end of May 2025).

The report was appreciated and staff were thanked for completing the work in a difficult period.

A motion to approve the report was seconded.

            RESOLVED:

·        To note and accept GwE Joint Committee's Revenue Income and Expenditure Account for 2024/25, with an overspend of £523,065, to be funded via contributions from the authorities.

·        To approve financial transfers of £221,310 from the underspend fund, and £312,547 from the Newly Qualified Teachers (NQT) fund to reduce GwE overspend in 2024/25.

·        To approve the final financial position for 2024/25, which will be the basis for GwE statutory financial statements  ...  view the full minutes text for item 7.

To accept and approve the Annual Governance Statement for 2024/25

DECISION:

To accept and approve the 2024/25 Annual Governance Statement.

The Governance Statement was presented by Euros Davies (GwE Head of Service - School Improvement). It was reported that the Accounts and Audit (Wales) (Amendment) Regulations 2018 set fixed requirements on public bodies that operated partnership management arrangements through formal Joint Committees. It was added that Section 5 of those Regulations required the Joint Committee to review and approve a Statement of Internal Control with the Annual Governance Statement provided to align with that requirement.

For the purposes of demonstrating good governance, it was explained that GwE must show compliance with the core principles in the 'Framework for Delivering Good Governance in Local Government (CIPFA/Solace, 2016)'. The statement had been prepared in accordance with those principles.

It was noted that the last year had been very different for the School Improvement Service in North Wales in light of national changes and the middle tier review. Therefore, the Statement elaborated on arrangements that had been operational for the 2024/2025 financial year in the context of the relevant changes and responsibilities.

It was reported that, following the assessment, no significant governance matters had been identified in 2024/25 and the opinion that the governance arrangements provided strong certainty that GwE governance arrangements were working well was noted.  

The GwE Head of Service - School Improvement, appreciated the good joint working that had existed with Cyngor Gwynedd's Finance Department and for their willing support to provide individual reports as required.

It was proposed and seconded to accept the Statement

         RESOLVED:

         To accept and approve the 2024/25 Annual Governance Statement.

To receive and note the information

DECISION:

·        To accept and note the arrangements for submitting and approving GwE Statement of Accounts (subject to audit) for 2024/25 and 2025/26.

·        To accept and note the Audit Plan as presented by Audit Wales auditors.

·         

Note: Final Accounts to be approved by the Gwynedd Council Governance and Audit Committee October 2025.

The Governance Statement was presented by Euros Davies (GwE Head of Service - School Improvement). It was reported that the Accounts and Audit (Wales) (Amendment) Regulations 2018 set fixed requirements on public bodies that operated partnership management arrangements through formal Joint Committees. It was added that Section 5 of those Regulations required the Joint Committee to review and approve a Statement of Internal Control with the Annual Governance Statement provided to align with that requirement.

For the purposes of demonstrating good governance, it was explained that GwE must show compliance with the core principles in the 'Framework for Delivering Good Governance in Local Government (CIPFA/Solace, 2016)'. The statement had been prepared in accordance with those principles.

It was noted that the last year had been very different for the School Improvement Service in North Wales in light of national changes and the middle tier review. Therefore, the Statement elaborated on arrangements that had been operational for the 2024/2025 financial year in the context of the relevant changes and responsibilities.

It was reported that, following the assessment, no significant governance matters had been identified in 2024/25 and the opinion that the governance arrangements provided strong certainty that GwE governance arrangements were working well was noted.  

The GwE Head of Service - School Improvement, appreciated the good joint working that had existed with Cyngor Gwynedd's Finance Department and for their willing support to provide individual reports as required.

It was proposed and seconded to accept the Statement

         RESOLVED:

         To accept and approve the 2024/25 Annual Governance Statement.

*******

The Chair of this meeting, Cllr. Phil Wynn took the opportunity to thank everybody for attending the last meeting of the Joint Committee. Everyone was thanked for their commitment to the work over the past 18 months, acknowledging that this had been a challenging and uncertain period for many.

Other Members of the Joint Committee echoed the thanks, and everybody accepted that this period had been turbulent - they wished the best to all staff.

Euros Davies (GwE Head of Service - School Improvement) thanked all GwE staff for their resilience and professionalism throughout the difficult period. He thanked the Senior Team for their support and for their dedication to their work in supporting all schools in the region. He also thanked Cyngor Gwynedd support staff for their support over the last 13 years.